Administrative Support Manager - Emergency Services

• Salary/Hourly wages are determined by verifiable experience.

Nature of Work

Essential Functions and Responsibilities

• Manages efforts, assigns work and evaluates performance of the departments’ administrative staff including staff assistants and coordinators.
• Oversees DES administrative functions including billing, accounting, budget, purchasing, data management and information systems, human resources and payroll; provides leadership, coaching, and mentoring; participates as a member of the DES management team.
• Serves as liaison with Human Resources and Risk Management Departmental staff on administrative issues including workers compensation case coordination and investigation of disciplinary issues.
• Assists with the administration of the SAFER grant for the Department of Emergency Services, including the application and reconciliation of awards.
• Oversees the budget for the Department of Emergency Services.
• Analyzes proposed legislation affecting fire and emergency medical services, revenues and programs to determine impact on budget, staffing and administrative organization; ensures that State, Federal and local rules, regulations and directions are appropriately interpreted and implemented.
• Analyzes complex issues in a number of areas relating to DES administration, finance, operations, policies and procedures; prepares written findings and reports; makes recommendations; and formulates written policies and procedures.
• Reviews, edits, and submits to HR all annual Performance Appraisals of DES employees in association with the Deputy Chief of Emergency Services and Division Chiefs. Reviews and provides feedback on all DES employee quarterly evaluations.
• Maintains confidential records for the department and is the department expert on the appropriate release of records and information, including the department’s personnel records as well as information specific to the department.
• Researches and coordinates training programs, seminars, and conferences for clerical, supervisory, technical and management personnel within Emergency Services.
• Provides guidance to the various operating units in the department.
• Assists with DES compliance and risk programs.
• Coordinates emergency services staff development activities.
• Coordinates and oversees all emergency service-related certification program requirements, including development of appropriate reports and recordkeeping.
• Assists Chief and Deputy Chief with special research, projects, and initiatives concerning emergency service-related issues.
• Disseminates key policy changes to emergency service personnel.
• Coordinates emergency service-related programs with Gulf Coast Community College.
• Interfaces with internal and external customers to promote mission of emergency services.
• Assists in delivery of division specific wellness programs and medical evaluations through research, data entry, record-keeping, tracking, and employee communications.
• Performs emergency services related duties as required.
• Exercises discretion and independent judgment.
• The employer may add to or change duties at any time and as determined by the County and its leaders to best ensure that the public is served through the work of the Department.
• Performs other related duties as assigned.

Minimum Qualifications

• Bachelors' degree in in training, human resources, business administration, emergency services or a closely related field; AND
• Three (3) years’ experience in office administration, accounting, and compliance, or a closely related field.
• Associated work experience may be substituted for education.

• Possession of or ability to obtain and maintain a valid Florida driver license upon offer of employment with a driving record acceptable to the County Driving Policy and insurance program.
• FEMA Professional Development Series Certificate.
• IS 100 Introduction to the Incident Command System.
• IS 200 Incident Command System for Single Resources and Initial Action Incidents.
• IS 700 Introduction to the National Incident Management System.
• IS 800 Introduction to the National Response Framework.
• ICS 300 – Intermediate Incident Command System must be obtained within six (6) months of hire as a condition of employment.
• ICS 400 – Advanced Incident Command System must be obtained within one (1) year of hire as a condition of employment
• The following training certifications are preferred:
  • L449 – Incident Command System Curricula Train-the-Trainer.
  • L146 – HSEEP: Homeland Security Exercise Program Training Course.
  • L965 NIMS ICS All-Hazards Resource Unit Leader (RESUL) Course.
  • L967 NIMS ICS All-Hazards Logistics Section Chief (LSC) Course.

Knowledge, Abilities and Skills

• Knowledge of management and supervisory principles and practices.
• Knowledge of the geography of Bay County and surrounding areas.
• Knowledge of federal HIPAA regulations.
• Knowledge of social media platforms, traditional media communications, and public relations campaigns.
• Knowledge of electronic documentation processes and workflow.
• Knowledge of county personnel rules and regulations and applicable state and federal laws pertaining to emergency service training issues and/or programs.
• Knowledge of project management and organizational skills.
• Proficient in MS Word, Excel, and Outlook.
• Ability to have excellent oral and written communication skills.
• Ability to work and maintain reliable full-time attendance.
• Ability to comprehend, speak, and read the English language.
• Ability to have and maintain good interpersonal and communication skills to deal with the public.
• Ability to efficiently perform duties under varying, and possibly emergency conditions.
• Ability to plan, coordinate, monitor, and evaluate training programs and activities.
• Ability to develop and conduct training programs/activities as determined appropriate.
• Ability to complete necessary records and reports promptly and accurately and maintain accurate and thorough records.
• Ability to establish and maintain effective working relationships with other employees and the general public.
• Ability to work any schedule with varied hours as needed for 24/7 operations.